GAP Australasian-Dentist Issue 80 Jul-Aug 19

Category 124 AustrÀlÀsiÀn Dentist À eference checks are an imperative part of the recruitment process and being a company who hires on an almost daily basis, we rely heavily on the information we collect from the referees we speak to. Genuine reference checking reveals whether the candidate actually worked at the place they said they did and carried out the tasks they said they were doing and is essentially a means of verifying the candidate’s skills and experiences they represented in their resume and throughout the assessment process and interviews. Àeferences remain one of the most widely used selection methods – probably number two after interviews. Àhe first thing to remember is that reference checking is one element of the overall selection process. Àhis means that it has to be placed in the context of other information collected from other avenues, such as face-to-face interviews or various types of tests. Àt’s frustrating for us that employers feel they are not able to speak freely, but À am also acutely aware the impact false and incorrect information passed from one employer to the next, hence making candidates wary of providing what we need. While reference checks can be time consuming, thoroughly vetting a candidate before you offer them a position is likely to save you time in the long run and potentially avoid any issues later on. With an increasingly litigious workforce, managers and business owners need to consider the legal issues surrounding references, prior to giving, and conducting references on previous and potential employees. Here are some tips to keep in mind before colleting and providing references. Before you check a reference: Firstly, you need permission from the candidate before you collect any personal information about them. You can easily download a form from the internet designed for this very purpose. Once you have signed consent, legally, you have your bases covered. Àecondly, you should not contact any individual not listed on the candidate’s referee list. What do you do if you’re not satisfied with the list of referees? Àt’s simple. Ask or nominate who you wish to speak to. Àf they say no, then that will give you the opportunity to ask why. Àf there is a valid reason, an honest candidate will be up front. Àt is highly likely that any individual, at some point in their career, will leave a position under unfavourable circumstances and should not be disadvantaged by this. Can candidates legally ask to see notes from a reference check? Àf the prospective employer has obtained referee reports for the unsuccessful job applicant, then the applicant is entitled to access those referee reports. Àhe reason for this is that an inaccurate referee’s report can affect a candidate’s employment opportunities. As such, a job applicant has the right to access and correct any personal information that is held about them. What you can and can’t say about former employees Àeferences are a tricky legal area. Àf you are asked to provide a reference for someone who was not a great employee, you can opt to provide a statement of service instead. A statement of service sets out the employee’s commencement date, finish date, sometimes the reason for termination, position titles held and may briefly describe the duties the employee undertook. A statement of service gives no assessment of how well or poorly the former employee performed in the role. Àf you decide to provide a reference, good or bad, to reduce the legal risks involved, you should ensure that there is objective evidence to support the statements you make. Checking a reference may alert to certain problems but rarely will you get the full picture. Previous employers are usually happy to recommend good employees, but understandably cautious regarding problem ones. Difference between fact and opinion: Àn most cases, defamation occurs when opinions are passed which reflect poorly on the individual. Àf you’re conducting pre- employment checks, you need to be able to tell the difference between a fact and an opinion and assess accordingly. Punctuality, attendance, presentation, communication, and performance bench marks are things that you can comment on that are not necessarily your opinion. Àtrengths, weaknesses, team work and personal relationships with co-workers can be examples of opinions. Having no insight into the work practices undertaken at the practice or organisation leaves you open to making comparisons against your work practices. You should never assume anything about someone who is giving a reference. Àf you have been nominated as a referee, the candidate trusts that you will give any future employer an accurate account of their performance, so stick to the facts. How to get around a ‘no reference policy’ A ‘no reference policy’ is when an organisation has a rule not to give verbal and/or written references about current or former employees. Hirers can ask candidates to check with other recent employers to see if they are willing to give a reference or ask for a character reference from an ex-colleague or former manager at the previous employer in lieu of a formal reference. Remove referee bias and be wary of fake referees A candidate will usually provide referees who will speak favourably about them to increase their chances of securing the job. Be sure to ask the referee for any areas of development the candidate has any skills they think the candidate should improve on or any projects they would like to see the candidate working on in the future. Àf a candidate provides a referee’s details, do your due diligence. u Reference checking done right By Pam McKean, Director AB Dental & Medical Àmployment Agency Ào n tÀ Pam McKean